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Item 4BCity of Southlake, Texas MEMORANDUM August 31, 2005 TO: Honorable Mayor and Members of City Council FROM: Shana K. Yelverton, City Manager SUBJECT: Agenda Item Comments and Other Items of Interest for City Council Meeting September 6, 2005 4A. Mayor's Report 1. Proclamation for Polycystic Kidney Disease Awareness Month - Deputy Mayor Pro Tern Carolyn Morris and Southlake resident Beth McLean and her three year old daughter, Carolyn, will be in attendance to receive the proclamation from the Mayor. 2. Proclamation to Miss Rodeo Texas, Beth Murphy - Beth Murphy will be in attendance to receive the proclamation from the Mayor. Beth was crowned Miss Rodeo Texas on June 24, 2005, and will represent the State of Texas as she competes in December in Las Vegas for the Miss Rodeo America title. 4B. City Manager's Report. Economic Development Specialist, Stefanie Wagoner will present the new edition of the Shopping and Dining Guide. 4C. Library Board Report. A written report is included in your packet. 5A. Approve the minutes for the August 16, 2005, special work session and regular City Council meeting and the August 23 and 30, 2005, City Council budget work sessions. The minutes have been included in your packet. Contact Lori Farwell with questions on this item. 5B. Resolution No. 05 -041, amendment to the interlocal agreement between the County of Tarrant, County of Denton, State of Texas, City of Keller, Town of Westlake and City of Southlake to reflect Tarrant County's agreement to contribute funds toward the engineering cost for FM 1938. On March 5, 2002, Denton County, Tarrant County, the City of Keller, the Town of Westlake, and the City of Southlake entered into an interlocal agreement outlining the responsibilities regarding the right -of -way acquisition and improvement project for FM 1938 Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting Sept. 6, 2005 Page 2 of 15 from FM 1709 to SH 114. The purpose of this item is to amend this interlocal agreement to allow Tarrant County to contribute $150,000 towards preliminary engineering and survey work necessary to obtain acceptable title to desired right -of -way. Contact Ken Baker with questions on this item. 5C. Authorize the Mayor to execute a commercial developer's agreement for Lakeside Presbyterian Church, a 7.0135 -acre tract located at 2701 West Southlake Boulevard. The site plan was approved on June 7. The developer will construct 1,020 linear feet of public water line. Initially, the developer /church will construct a septic system to serve the church, but the developer /church have agreed to connect to the public sanitary sewer system within six months after it is constructed to the church's west property line. The developer will construct the drainage swell on the east side of the property in such a way as to not destroy any of the trees along the east property line. That storm water drains into a detention pond on the south end of the property. The developer /church will pay a park fee of $8,416.20 ($1,200 per acre for 7.0135 acres). Contact Pedram Farahnak with questions on this item. 5D. Ordinance No. 480 -BBB, 2nd Reading, An amendment to the Comprehensive Zoning Ordinance No. 480, as amended, as it pertains to the creation of the Transition District. THIS ITEM WILL BE TABLED TO THE SEPTEMBER 20, 2005, CITY COUNCIL MEETING. 5E. Ordinance No. 480 -CCC_ 2nd Reading_ An amendment to the Comprehensive Z Ordinance No. 480, as amended, as it pertains to the creation of the Rural Conservation Subdivision District. THIS ITEM WILL BE TABLED TO THE SEPTEMBER 20, 2005, CITY COUNCIL MEETING. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting Sept. 6, 2005 Page 3 of 15 5F. Consider excusing members of the Citv Council and of the Planninu and Zoninu Commission for absences from meetings. Mayor Pro Tern Keith Shankland and Councilmember Greg Jones were absent from the August 16, City Council meeting. Planning and Zoning Commissioner Al Morin was absent from the August 18 Planning and Zoning Commission meeting. 7A. Consider placing a proposal to adopt a tax rate increase and hold a public hearing on the tax rate on the agenda of the September 20, 2005 regular City Council meeting. PUBLIC HEARING The proposed tax rate of $.462 (our current rate) will exceed the lower of the rollback rate ($.503646) or the effective tax rate ($.459016) and increase tax revenues. Even though the tax rate is held at $.462, the tax rate exceeds the effective tax rate $.459016. Because the tax rate exceeds the lowest rate, the law requires that the city council must vote to place a proposal to adopt the rate increase on the agenda of a meeting as an action item and hold a public hearing on the proposal. Contact Sharen Elam with questions on this item. 7B. Abbroval of Southlake Crime Control and Prevention District FY 2005 -06 Oberatinu Bud and multi -,year CIP. PUBLIC HEARING. The City Council is required to approve or reject the budget submitted by the board but may not amend the budget. If the Council chooses to reject the budget submitted by the board, the governing body and the board shall meet and together amend and approve the budget before the beginning of the fiscal year. Please see staff s agenda memo for the specifics of the budget. Contact Sharen Elam with questions on this item. 7C. Ordinance No. 889, I` Readin,, Annual budget for FY 2005 -06 and revised budget fi,ures for FY 2004 -05 and multi -,year CIP. FIRST PUBLIC HEARING. This ordinance formally sets the budget for FY2005 -06 and amends the budget for FY2004 -05. The ordinance requires two readings, so the budget will not be finalized until the second reading on September 20, 2005. The proposed budget was presented to City Council during two budget work sessions on Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting Sept. 6, 2005 Page 4 of 15 August 23 and 30, as well as staff's budget video. The summary budget information included in the agenda packet reflects the information presented during both budget work sessions. The budget proposes a tax rate of $0.462 with total revenues of $54,234,463 and total expenditures of $53,917,203. Changes may be made between the two readings. Contact Sharen Elam with questions on this item. 7D. Ordinance No. 890, l' Reading, Tax levy ordinance. FIRST PUBLIC HEARING. This ordinance formally sets the tax rate at $.462 per $100 of valuation for FY 2005 -06. This will provide a distribution of .31958 (69.2 %) of the rate for operations and .14242 (30.8 %) for debt service. As mentioned above, the proposed tax rate of $.462 will exceed the effective tax rate ($.459016) and increase tax revenues. Even though the tax rate is held at $.462, the tax rate exceeds the effective tax rate $.459016. Based on state law, a motion to adopt an ordinance setting a tax rate that exceeds the effective tax rate must be made in the following form: "I move that property taxes be increased by the adoption of a tax rate of .462." This ordinance also requires two readings, so the tax rate will not be finalized until the second reading on September 20, 2005. Changes can be made to the rate between readings, provided they are made within the parameters published in the newspaper. After the second reading, the rate is given to Tarrant County to apply to the appraised values as of January 1, 2005 and to generate tax statements. Contact Sharen Elam with questions on this item. 7E. Ordinance No. 480 -465, 2" d Readin( (ZA05 -062), Zoning Chan(- and Site Plan for Noble Oaks Offices (f.k.a. Offices at Carroll Oaks) located at 1550 South Carroll Avenue. Current Zoning: SF -20A Single Family Residential District. Requested Zoning: S -P -1 Detailed Site Plan District with 0-1 Office District uses. SPIN Neighborhood 98. PUBLIC HEARING. The plan proposes the development of a two -story general office building of approximately 14,626 square feet. The S -P -1 zoning generally adheres to the 0-1 office district uses and regulations with the following exceptions: Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting Sept. 6, 2005 Page 5 of 15 • only walk -up banking shall be permitted (drive -thru banking is not permitted); • all medical uses that would require one parking space per 150 square feet are eliminated due to parking ratio; and • the setback line from single family residential property shall be eighty feet and the building height shall be allowed to encroach above the 4:1 slope by 12 feet at this point. The following variances are being requested: • Driveway Stacking — A minimum stacking depth of 28 feet is required. The applicant is proposing a stacking depth of ±22 feet for the drive on S. Carroll Avenue. • Driveway Spacing — A minimum distance of 200 feet is required from an intersection. The applicant is proposing ±183' spacing from the intersection for both proposed drives. • Parking — The required number of parking spaces for the site is 53 spaces. The applicant is proposing a total of 49 spaces. The Planning and Zoning Commission recommended approval (5 -0 -1; Coonan abstained) subject to site plan review summary 93, dated July 15, 2005, and specifically: • granting the variances for stacking, number of parking spaces, and driveway spacing as requested; • accepting the applicant's willingness to make as part of the site plan approval the addition of a number of speed bumps in the main interior drive lane sufficient to slow traffic; • accepting the perimeter fence shown in attachment C, pages 3 and 4; • eliminating printing /copying services, medical office, and conventional banks as permissible uses; • recognizing that a slate roof will be made of a slate product and the building will have brick veneers, stone, and cedar as shown on the building elevations; Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting Sept. 6, 2005 Page 6 of 15 • requiring the applicant to put opaque covers on windows at a later date if the issue of office tenants looking out at adjoining neighbors is determined to be a problem; • recognizing that the applicant has committed to add four (4) twelve (12) foot live oak trees along the north and east property lines; • recognizing that the applicant is in the process of entering into agreements with the adjoining neighbors regarding the planting of canopy and /or under story trees on their properties according to their individual agreements; • recommending that a left turn lane be striped on east bound Continental Blvd. adjacent to the offices; and • requiring the applicant to install a six (6) foot sidewalk along E. Continental Blvd. and S. Carroll Avenue as shown on the plan. The City Council approved first reading (5 -0) subject to the recommendations of the Planning and Zoning Commission and subject to site plan review summary #3, dated July 15, 2005, and noting the applicant has agreed to add an additional seven off -site live oaks and three crape myrtles at locations to be determined by the neighbors. Contact Ken Baker or Dennis Killough with questions on this item. 7F. Ordinance No. 480 -442a, 2nd Reading (ZA05 -072), Zoning Change and Site Plan for West Hill Place (f.k.a. Westwood Office Park) located at 3100 West Southlake Boulevard. Current Zoning: S -P -1 Detailed Site Plan District with O -1 Office District uses. Requested Zoning. S -P- 1 Detailed Site Plan District with 0-1 Office District uses. SPIN Neighborhood 415. PUBLIC HEARING. Construction of this site is near completion. The purpose of this application is to amend the currently approved zoning and site plan to add screening walls for ground- mounted HVAC units, change the color of the privacy fencing on the north side of the property, and to add covered parking on the site. The Planning and Zoning Commission recommended approval (6 -0) on August 4, 2005 subject to site plan review summary #1, dated July 1, 2005, with the following changes: Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting Sept. 6, 2005 Page 7 of 15 • accepting the applicant's willingness to cover the six inch pipe columns shown in the covered parking elevation with cedar on each side; and • recognizing that approval of this item tonight does not approve any signage. The City Council approved the first reading (5 -0) subject to the recommendations of the Planning and Zoning Commission and subject to site plan review summary #1, dated July 1, 2005 with the following modifications: • covered parking exterior columns to be stone with brick caps; and • interior center posts will be wrapped with a similar stone as the exterior. Contact Ken Baker or Dennis Killough with questions on this item. 7G. ZA05 -073, Site Plan for Lot 3R, Block 5, Cornerstone Business Park, located at 415 South Nolen Drive. Current Zoning: S -P -2 Generalized Site Plan District. SPIN Neighborhood #7. PUBLIC HEARING. The applicant is requesting approval of a site plan for the development of an office /warehouse building of approximately 30,224 square feet. A zoning change and concept plan was approved allowing this pad site in June of last year. This site plan is compliant with the approved concept plan. The Planning and Zoning Commission recommended approval (6 -0) subject to site plan review summary #3 dated August 12, 2005. In an effort to save some of the existing trees, granting the applicant a 10% variance to reduce the number of parking spaces by six; eliminating five spaces in the northwest corner as discussed plus one additional space of their choice. The plan included in your packet has been revised to reflect the recommendations of the Planning and Zoning Commission. Contact Ken Baker or Dennis Killough with questions on this item. 7H. ZA05 -075, Revised Concept Plan for Lot 2, Block 19 and Lot 2, Block 22, Southlake Town Square, located at the northeast corner of Carroll Avenue and East Southlake Boulevard. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting Sept. 6, 2005 Page 8 of 15 Current Zoning: DT Downtown District. SPIN Neighborhood #8. PUBLIC HEARING. The applicant is requesting approval of a revised concept plan for the purpose of relocating open space /park land. No other changes to the approved concept plan are proposed The Planning and Zoning Commission recommended approval (6 -0) accepting the plan presented; also including the Park Board recommendation noted as Attachment D, Page 1, which specifically makes acceptance of these parks subject to Cooper & Stebbins replacement of approximately .98 acre difference through the future designation of alternative parkland within blocks 11 (this block is located north of the Post Office) and /or block 20 (located in the northwest corner of the Brownstones Phase C) of Town Square. Contact Ken Baker or Dennis Killough with questions on this item. 7I. ZA05 -080, Revised Site Plan for Southlake Corners — Retail Building "H ", being legally described as Lot 2A, Block 1, Farrar Addition, located at 260 North Kimball Avenue. Current Zoning: C -3 General Commercial District. SPIN Neighborhood #8. PUBLIC HEARING. This is a request for approval of the building elevations for pad site `H' of the Southlake Corners shopping center. No other changes to this site are proposed. A variance to the pitched roof requirement for buildings 6,000 square feet or less is requested Please see the letter provided by the applicant The Planning and Zoning Commission recommended approval (6 -0) subject to revised site plan review summary #1, dated August 15, 2005 granting the variance for the pitched roof and accepting the applicant's willingness to extend the end caps as shown on the site in order to break the long straight look of the wall. Contact Ken Baker or Dennis Killough with questions on this item. 8A. Ordinance No. 480 -464, 1 st Reading (ZA05 -050), Zoning Change and Site Plan for Baylor Family Health Center at Southlake, located on the south side of East Southlake Boulevard, Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting Sept. 6, 2005 Page 9 of 15 approximately 550 feet east of Byron Nelson Parkway. Current Zoning: 0-1 Office District. Requested Zoning: S -P -1 Detailed Site Plan with limited 0-1 Office District uses. SPIN Neighborhood 99E. The plan proposes the development of a medical office building of approximately 40,000 square feet. The S -P -1 zoning generally adheres to the 0-1 office district uses and regulations with the following exceptions: • permitted office uses shall include: Chiropractors; Dentists; Optometrists; Other offices of a business and /or professional nature providing medical services not including the retail sale, fabrication, manufacture or production of goods or merchandise; Physicians; Podiatrists; Psychiatrists; Psychologists; and Physical Therapist Offices; • permitted Community Facility Uses shall include: Public, semi - public and private parks; and Recreation and open space to include playgrounds, parkways, greenbelts, ponds and lakes, botanical gardens, pedestrian paths, bicycle paths, equestrian bridal trails, nature center, and bird and wildlife sanctuaries; • incidental uses such as Pharmacy must be incidental to the principal use and shall not occupy more than 15% of the floor area of the building; • required parking shall be at a ratio of 1 space per 200 square feet of building area. The following variance is being requested: • Driveway Stacking — A minimum stacking depth of 100 feet is required. The applicant is proposing a stacking depth of ±30feet for the east and west drives on Zena Rucker Road. The Planning and Zoning Commission recommend approval (6 -0) on August 4, 2005 subject to site plan review summary #3, dated July 29, 2005 with the following modifications: • granting the requested stacking variance for the drives on Zena Rucker Road, noting however, that there is no on- street parking allowed on Zena Rucker Road; Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting Sept. 6, 2005 Page 10 of 15 • requiring the applicant to retain the natural vegetation along the creek that is on the property as much as possible as the on -site creek is identified as a preservation area on Southlake's environmental resource protection map; • requiring the applicant to have a plan showing specifically which trees they will be preserving by their presentation to City Council; • requiring the applicant to work with staff to modify their exterior elevations to include stone and /or stone accents to compliment the adjacent Timarron Family Medical building and also the Village at Timarron buildings; and • requiring the applicant should clearly provide City Council with the type of roofing material and color they will be using. The City Council tabled this item at the August 16, 2005 meeting with the following suggestions being given to the applicant: • renderings and color elevations that better represent the building materials and the proposed landscaping in front of the building should be provided and clearly label materials to be used for the facade and roof, • superimpose the site plan on an aerial that clearly demonstrates the tree areas to be preserved; • identify all trees on -site including the smaller caliper trees along the creek. Indicate which trees are to be saved (green), which trees will be lost (red) and which are marginal (yellow); • provide reciprocal parking agreement; and • provide building material examples. A bound booklet containing a set of plans addressing the above suggestions, with the exception of the reciprocal parking agreement and building materials example is included in your packet. The applicant states that the building materials will be provided at the meeting. A plan showing the 204 parking space configuration is now proposed. The following are primary changes from the previous presented plan: Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting Sept. 6, 2005 Page 11 of 15 • building moved and northern section of the internal driveway has been moved south approximately 15 feet; • a 15' setback from Zena Rucker Road is proposed; • the drive -thru service lane located at the northeast corner of the building has been removed; • parking lost due to the shift south has been relocated near the southern section of the driveways closer to Zena Rucker Road. Stacking depth is subsequently reduced from 53 and 65 feet to 30 feet; and • six additional trees are preserved from the change. Contact Ken Baker or Dennis Killough with questions on this item. 8B. Ordinance No. 530 -13, 1 st Reading, Amending City Code, Chapter 4, "Animals ", Section 4 -98, "Procedures, Fees, Length of Stay, Redemption, and Disposal Policies," creating a presumption that if an animal impounded by the Department of Public Safety remains unclaimed by the owner for more than seven (7) days is presumed abandoned and may be adopted without previous owner recourse. The City of Grapevine is ending the interlocal agreement to provide animal shelter services for the city effective September 30, 2005. A new agreement with Golden Triangle Animal Hospital in Southlake is being proposed to provide animal shelter services. Part of the process to limit our expense is adopting out animals which are not claimed by owners within seven days. Our current agreement with Grapevine uses their rules and regulations which allow adoption after only three days. In order to limit recourse against the City and Golden Triangle after an animal is adopted, a presumption of abandonment is needed within the city's ordinance. The proposed amendment creates a presumption that if an animal has not been picked up by the owner within seven days it is considered abandoned and may be adopted by a new owner with no recourse by the previous owner. Contact Rick Smith with questions on this item Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting Sept. 6, 2005 Page 12 of 15 10A. Award bid for the construction of 2005 Pavement Management Application (PMA) streets, sidewalks, and drainage improvements to Reynolds Asphalt and allow construction phase contingencies. The FY2004 -05 Capital Improvements Program (CIP) included funds for the construction of street improvements identified in the Pavement Management System. The FY2003 -04 and FY2004 -05 CIP included funds for the construction of sidewalks in various locations throughout the city. The CIP also included funds for localized drainage projects throughout the city. These funds will be used to finance street, sidewalk and drainage projects as part of this package. On November 9, 2004, the City Council approved a professional services agreement with Cheatham and Associates for the design and preparation of construction plans for these improvements. This phase of improvements included rehabilitation, overlay and seal coating of fifty street segments, construction of seven sidewalk segments and improvements through three localized drainage projects. Four bids were received on August 2, 2005. The bids have been reviewed by Cheatham & Associates and staff, they are tabulated as follows: BIDDER BID AMOUNT JRJ Paving $2,184,356.20 Reynolds Asphalt $2,184,839.60 Sunmount $2,227,261.00 Peachtree $2,449,653.00 The low bidder is JRJ Paving, but because of non - responsiveness on a previous street rehabilitation project and customer complaints, staff recommends the award of this bid to the second lowest bidder Reynolds Asphalt. Contact Pedram Farahnak with questions on this item. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting Sept. 6, 2005 Page 13 of 15 lOB. ZA05 -078, Plat Revision for proposed Lots 2R1 and 2R2, Block 4, Cornerstone Business Park, a reblat of Lot 2R. Block 4_ Cornerstone Business Park_ located at the northwest corner of the intersection of South Nolen Drive and Exchange Boulevard. Current Zoning: I -1 Light Industrial District. SPIN Neighborhood #7. The applicant is requesting approval of a plat revision in order to subdivide a single platted lot into two lots for development of industrial uses. This lot was originally platted as two lots and was revised to combine the two into one. This revision would return the property to its originally platted configurations. The Planning and Zoning Commission recommended approval (6 -0) subject to review. Contact Ken Baker or Dennis Killough with questions on this item. 10C. Consider SP05 -218, Variance to Sign Ordinance No. 704 -B for Dinner's Ready located at 2757 East Southlake Boulevard, Suite 100. This is a request to vary the maximum letter height, maximum area and placement for attached signs. The business is located in Cornerstone Plaza. The specific variances are as follows: Sign Rea, Permitted Requested Maximum Letter 12 inches 27.25 inches Height Maximum Area 18.75 square feet 25.2 square feet Sign Placement Limited to the Limited to the middle 75% of the middle 75% of the width of the lease width of the facade space Contact Ken Baker or Dennis Killough with questions on this item. IOD. Consider SP05 -220, Variance to Sign Ordinance No. 704 -B for 24 -Hour Fitness located at 301 North Nolen Drive. The applicant for 24 -Hour Fitness in Gateway Plaza Phase 2 (Wyndham Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting Sept. 6, 2005 Page 14 of 15 Plaza) is requesting extended placement of a temporary banner sign and temporary placement of four ground sign type structures. The specific variances requested are as follows: Sign Reg. Permitted Requested Duration of banners 15 days 70 days Number of ground signs (wind sails) Not a permitted sign type 4 wind sails Duration of ground signs N/A 50 days (wind sails) Ground sign height 3 feet 12 feet (wind sails) Contact Ken Baker or Dennis Killough with questions on this item. 10E. Consider SP05 -225, Variance to Sign Ordinance No. 704 -B for 24 -Hour Fitness located at 2315 East Southlake Boulevard, Suite 110. This is a request to allow temporary placement of two real estate type signs advertising membership presales office. The specific variances are as follows: Sign Reg. Permitted Requested Number of ground Not a permitted sign 2 per site signs type Duration of ground N/A 45 days; removed at signs dusk every day Ground sign height 3 feet 3 feet 10 inches Contact Ken Baker or Dennis Killough with questions on this item. Honorable Mayor and Members of City Council Agenda Item Comments and Other Items of Interest City Council meeting Sept. 6, 2005 Page 15 of 15 OTHER ITEMS OF INTEREST 1. Elizabeth Schmiedel case. TML sent a follow -up letter on August 25 to the Schmiedels since they have not heard back from them on the offer of $40,000. Contact me with questions. We will continue to keep you updated. 2. SPIN activity report. Attached to my memo is the September activity report from SPIN. Contact Ben Thatcher with questions. 3. West DPS building tours ours If you would like a tour of the building in preparation for upcoming facility discussions, please contact me or Rick Smith. SKY Staff Direct Phone Numbers: Baker, Ken, Director of Planning, 748 -8067 Elam, Sharen, Finance Director, 748 -8042 Farahnak, Pedram, Public Works Director, 748 -8097 Farwell, Lori, City Secretary, 748 -8016 Hugman, Kevin, Director of Human Resources, 748 -8193 Last, Greg, Director of Economic Development, 748 -8037 Polasek, Steve, Deputy Director Community Services, 748 -8021 Smith, Rick, Interim Director of DPS, 748 -2406 Thatcher, Ben, Assistant to the City Manager, 748 -8005 Yelverton, Shana, City Manager, 748 -8004 SPIN Report Tuesday, September 6, 2005 The SPIN Standing Committee respec fully submits this written report in all effort to maintain communication flow between the Standing Committee and the City Council: 1. SPIN Stan ding Committee Meetiin — The next SPIN Standing Committee Meeting will be held on Tuesday, September 13 at 6:30 p.m., in Conference Rooms 3C and 3D. 2. August S PIN Standing Committee Meeting Reca — The SPIN Standing Committee held a . joint meeting with the City Council on Tuesday, August 9. Below is a summary of issues addressed at the meeting: Discussion of Continuing Education for Standin Committee Meanbers — Chair Hutton provided Council with a brief overview of the efforts of the Standing Committee to educate themselves about special topics pertaining to the city. The presentations that have been given are: • March - the City Manager gave a presentation about the form of government in Southlake, • June — the City Manager and Finance Director gave a presentation regarding the new budget process. • July — the Director of Planning gave a presentation regarding the development process in the City. Chair Hutton then asked Council for feedback regarding future topics that the Standing Committee should pursue. The Council said that SPIN is doing a good concerning self- education and left the decision of choosing future topics up to the Standing Committee. Discussion of Fall Public Sdkty Forum — Chair Hutton turned this item over to Wendi Carlucci, who is the forum chair for this program. Wendi shared with the Council and Standing Committee that Chief Goolsby and Chief Finn have accepted to make presentation regarding local public safety programs and initiatives, as well as emergency preparedness. Wendi then asked Mayor Wambsganss if he would be able to be the moderator for this event. The forum is scheduled for Thursday, October 13 at 7:00 p,m. in Town. Hall. Discussion of Ci1y Recruitment Process — Chair Hutton turned this item over to City Manager, Shana Yelverton to explain the process for executive recruiting. She explained that the recruiting process went very well for the Police Chief, but not so well for the ,Assistant City Manager position, For these two positions the City used a national recruiter. To fill the position of Director of Community Services, the City will do its own search. She mentioned that to date there is one strong internal candidate that is expected to apply. With each vacated position she must evaluate the needs of that position before deciding what course of action to take in filling it. Review Code of Conduct — Chair Hutton asked everyone to continue to do their SPIN duties in line with the Code of Conduct. 3. Recap of Recent SPIN Meetings — SPIN hosted the following meetings in the month of August: SPIN Report Tuesday, September 6, 2005 The SPIN Standing Committee respectfully submits this written report in an effort to maintain communication,flow between the Standing Committee and the City Council • Monday, August 1,2005 — SPIN Neighborhood #12 hosted a forum to discuss a proposed residential development at 1255 Randoi Ml. Rd. The proposal consists of 38 lots on 38 acres. (see attached report) • Monday, August 15, 2005 — SPIN Neighborhood #9e hosted a city wide forum to discuss a proposed mixed use development on the south side of F.v.1. 1709 and 350 feet west of S, Carroll Ave. This meeting was held at 7:00 p.m. in Town Hall in conference room 3C & 3D. (see attached report) • Monday, August _15, 2005 — SPIN Neighborhood #10 hosted a city wide forum to discuss a proposed senior living development on property north of Hibernia Bank at 240 N. Carroll Ave, This meeting was held at 8:00 p.m. in Town Hall in conference room 3C & 3D. (see attached report) • Monday Au st 29 2005 — SPIN Neighborhood #5 hosted a neighborhood forum to discuss a proposed residential development at 1500 Sunshine Ln. The proposal consists of 24 units on 30 acres. (see attached report) 4, Calendar of Events - • Monday, September 19 2005 — SPLN Neighborhood ##10 will host a city wide forum to discuss a proposed retail development at the southeast corner of White Chapel & SH 114. • Monday, September 19 2005 — SPIN Neighborhood #10 will host a neighborhood forum to discuss a proposed retail development at the northeast corner of FM 1709 and Bicentennial Parkway. • Monday, September 26, 2005 — SPIN Neighborhood #15 will host a city wide forun to discuss a proposed retail development at the northeast corner of FM 1709 & Pearson Ln. a® oil City Wide Forum Report Form SPIN Neighborhood # 12 Meeting Date 8/1105 Meeting Topic and Description: Proposed residential development at 1255 Randol Mill Rd. Proposal consists of 38 lots on 38 acres. Featured Speakers: David McMahan, Four Peaks Development; Tom Matthews, Jr., Four Peaks Development; Dale Clark, Warren Clark Development; Ocie Vest, Huitt- Zollars Number of neighbors attending: 36 Location of meeting: Town Hall, Training Rooms #3c, and #3d Notification Process: (ie: flyer mailed, hand delivered, calls, city publications, etc.) Meeting notice mailed, signs placed throughout the City, posted on website. Follow -Up Information: Attached questions and comments summary. Signature Wendi Carlucci SPIN 912 Representative SPIN 412 — Proposed residential development at 1255 Randol Mill Rd. Proposal consists of 38 lots on 3 8 acres. Questions: 1. What is the deed restriction on the lots and price of the homes? 2. Why is there green space on the lower right side of the land plan sketch? 3. Are you going to build any sort of wall on the Randol Mill side? 4. What is the separation going to be on Cross Wood? 5, What is the project start date? 6. What about the drainage on the property? 7. The average lot appears to be M of one acre. Is this correct? 8. What is the average price of these lots? 9. On Kingswood Drive, have you heard anything about a cul -de- -sac? 1 O� Are you going to clear the lots? 11. Are the streets going to be asphalt? 12. On the SE Corner of the development, will there by any water? 13. What is the proposed width of streets going to be at Westwood Hills? 14. What is the average lot size at Tuscan Ridge? 15. Do you have a working map that shows Kingswood? 16. What about Utilities? 17, Why don't you place a cul -de -sac where the development road merges onto Morgan Rd.? 18, When will the last lot be sold off? 19. Is there going to be a hearing for P &Z? 20. Will all the green areas on the map have detention ponds? 21. Are there any plans to make this a gated community? City Wide Forum Report Form SPIN Neighborhood # 9E Meeting Date 8115105 Meeting Topic and Description: Proposed commercial office /retail development on 9 acres on the south side of FM 1709 and 420 feet west of Carroll Ave. Featured Speakers: Steve Gregory, Hopkins Commercial Number of neighbors attending: 15 Location of meeting: Town Hall, Training Rooms #3c, and #3d Notification Process: (ie; flyer mailed, hand delivered, calls, city publications, etc.) Meeting notice mailed, signs placed throughout the City, posted on website. Follow -Up Information: Attached questions and comments summary. Signature Ray Tremain SPIN 49E Representative SPIN #9E Proposed commercial office/retail development on 9 acres on the south side of FM 1709 and 420 feet west of Carroll Ave. Introduction Steve Gregory from Hopkins Commercial made a presentation for the shopping center that is planned for the Southlake Blvd. just west of Carroll Ave. The planned development is approximately 10 acres which will include 7 buildings with mixed Retail and Office use. Hopkins Commercial plans to begin the project in the fall of 2006. There are approximately 30 additional acres adjoining this property, which they would like to acquire within the next 2 -3 years. One parcel being considered is located at the corner of Carroll and Southlake Blvd. There are approximately 100 acres of undeveloped property that may be available in the future for development. The exterior of the building were designed to complement the design of Southlake Town Square. All in attendance were provided preliminary drawings of the proposed site plan and concept elevations. Questions 1. Will Rucker Rd be completed from Carroll Ave to Byron Nelson? 2. Will the small hill at the corner of Carroll Ave. and the north end of the planned development area be leveled along with numerous trees? 1 Why do you have to make the property level and remove the unique elevations of the property? Why do you not make a plan to maintain the elevation and trees and built something special for the community? 4, How do you plan to tie in with the water and sewer and what about drain off' from the property? 5. What type of tenants will be occupying the property? What hours will they be open? 6. How much additional traffic will this create on Carroll Ave? 7. There is already a lot of empty retail space in Southlake, why build more? S. Why did you not purchase the property immediately to the east to ensure a more consistent look to the development and why would the city allow patchwork developments along the remaining frontage of Southlake Blvd. 9. Several in attendance were concerned about looking at the backs of building vs. the front elevation while driving down Southlake Blvd. Comments Many in attendance were concerned that the plan was for no more than a strip mall, which would result in the removal of the many trees and not maintaining the topography of the current property. Suggestion was made to break up the building into smaller spaces to eluninate the strip mall look. A statement was made by one of the attendees that the property lends itself to more than square boxes and developer should to back to the drawing board to make this a unique project. Unique shopping areas tend to draw unique, upscale shops and thus more shoppers. City Wide Forum Report Form SPIN Neighborhood # 10 Meeting Date 8/15/05 Meeting Topic and Description: Discuss a proposed development of an assisted living facility at 240 N. Carroll Ave. (north of Hibernia bank). Featured Speakers: Tay Robinson, Argos Realty Number of neighbors attending: 47 Location of meeting: Town Hall, Training Rooms 93c, and 43d Notification Process: (ie: flyer mailed, hand delivered, calls, city publications, etc.) Meeting notice mailed, signs placed throughout the City, posted on website. Follow -Up Information: Attached questions and comments suxnrnary. Signature Vic AwLy, SPIN 410 Representative SPIN #10 - Discus a proposed development of an assisted living facility at 240 N. Carroll Ave. (north of Hibernia bank). Questions: 1. Do the units have sprinklers? I What is the smoking policy in the units? 3. blow much night staff would there be on site and what was the relationship between staff to units. 4, What is the licensing type of this project? (Referring to the State of Texas licensing guidelines). 5. Will there be rehab available at this project or will people have to leave and come back? 6. What is the setback of the project from Carroll and from the surrounding neighborhoods /properties? 7. Where exactly is the parking for staff and for visitors? 8. Where is the loading and unloading zone for ambulances? Does Sunrise know on average how often ambulances and emergency vehicles might be coming to the facility? At what times? 9. Will not the ambulances and emergency vehicles make a lot of noise with their sirens and cause considerable disturbance to the surrounding neighborhoods /properties? 10. Does Sunrise realize that according to the 2025 Master medium residential plan that this proposed development does not fit in with 2025? 11. Does Sunrise realize that if this property is developed as they propose that the acreage to the immediate West of the development would be landlocked and it would most likely now be economically unfeasible to be used for residential purposes, as originally planned, in the future? 12. What is the square footage of each unit? 13. Who prepares the food? 14. Please explain the buffer on each side of the property. Why is the Southsi:de of the property only proposed to have a "living" screen of plants etc, instead of a nice wall or appropriate fence? 15. How did Sunrise come up with this particular plan? Who exactly did Sunrise meet with regarding this plan prior to this SPIN meeting? What does the Planning department say about this project and how are they able to tell you they think this is an appropriate use without any citizen input? Which city council members did Sunrise meet with? What SPIN members? When? Is this an appropriate part of the process? 16. Will this property ever be converted into apartments? What as the ownership of this project? How long does Sunrise usually own these types of properties? Does Sunrise have a history of expanding a project after a few years if the project is successful? 17. Will the access shown to the Sunrise project ever be converted to a through street that might connect with Cross street in Foxborough? 18. Is there going to be a crosswalk for residents to go to Town Square? Who is the average customer? Why don't they drive? How will they get anywhere if they don't drive? M Why would Sunrise want to put an Assisted Living type of facility here when we already have the Remington site approved? Why does Sunrise just not build this type of facility at the Remington site., .,or next to the hospital instead of at this location in the middle of residential neighborhoods? 20. What percent of the overall Sunrise operating budget will be spent on maintenance of the outside property? ■_ _ a Neighborhood. Forum Report Form SPIN Neighborhood # 5 Meeting Date 8129105 Meeting Topic and Description: Proposed residential development at 1500 Sunshine Ln. (24 units on 30 acres) Featured Speakers: Firms: Triple C Homes, Huit Zollars; Developers: O.C. Vest, Dave Meyers, Matt Robinson Number of neighbors attending: 15 Location of meeting: Town Hall, Training Rooms 93c, and 93d Notification Process: (ie: ,Ayer mailed, hand delivered, calls, city publications, etc„) Meeting notice mailed, signs placed throughout the City, posted on website. Follow -Up Information: Attached questions and comments summary. Signature Jan Francis SPIN #5 Representative SPIN #5 — Proposed residential development at 1500 Sunshine Ln. (24 units on 30 acres) Questions: 1. What will you be doing with the drainage issues? 2. What about the trail? You don't show that on your plan. 3. What will you sell these homes for? 4, Who have you talked to in the Planning Dept. about this project? 5. Are there going to be street lights? 6, Are you providing any rights -of -way to the City on Sunshine Ln.? T What will you be doing fence wise around the property? S. Who at the city can I talk to about the existing drainage problems? 9. Have you considered any form of drainage retention? 10. What's the relationship between Triple C, LP and Pulte Homes? 11, Will Pulte be building all the homes on the plat? 12. Are these custom homes? 13, Will you be building in phases? 14. What's your schedule for complete build out? 15. What will you do to preserve the existing trees? 16. When do you plan to start once you get the go ahead from Council?